Privacy Policy – European Hardware Awards Event Registration

Data Controller

For the purposes of this registration form, the data controller is:

Hardwareluxx Media GmbH
Lange-Feld-Str. 71
30559 Hannover
Germany

acting as manager of the European Hardware Association (EHA).

For any questions about this privacy notice or the processing of your personal data, you can contact us at: info@eha.digital.

1. What personal data we collect

When you register for the event, we collect the following personal data:

• Name
• Surname
• Company name
• Nominee represented (if applicable)
• Email address
• Company type

We may also create or obtain photographs and video recordings during the event in which you may appear.

2. Why we process your data and the legal basis

We process your personal data for the following purposes:

a) To manage your registration and attendance at the event
This includes processing your registration, confirming your participation, managing attendance lists, and creating your event badge.

b) To send you practical communications about this event
This includes registration confirmations, event updates, and logistical information.

c) To send you information by email about future EHA events

d) To send you marketing communications about products and services offered by EHA and/or its member publishing houses

e) To photograph and film the event, and to use general event photography/video for communication about EHA activities
This may include publication on EHA websites, member publication websites, social media channels, press materials, post-event reports, and promotional materials relating to this and future EHA events.

Where required by applicable law or where the intended use goes beyond general event coverage, we may request separate consent.

3. Who may receive your data

Your personal data may be shared with:

• Hardwareluxx Media GmbH, as manager of the EHA
• EHA member publishing houses involved in organising the event and, where you have consented, sending future-event or marketing communications
• Service providers acting on our behalf for event administration or communication services, under appropriate data-processing arrangements
• Public authorities or regulators where required by law

Your personal data will not be sold to unrelated third parties.

4. International transfers

Some EHA members or service providers may be located outside the European Economic Area. Where personal data is transferred outside the EEA, we will ensure that an appropriate transfer mechanism is in place, such as an adequacy decision or the European Commission’s Standard Contractual Clauses, as applicable.

5. How long we keep your data

We retain your personal data only for as long as necessary for the purposes described above:

• Registration and attendance data: up to 12 months after the event
• Future event communications and marketing data: until you withdraw your consent, or no later than 24 months after your last meaningful interaction, unless a longer period is required by law
• Photos and videos from the event: for up to 5 years after the event, and in limited cases longer where necessary for EHA archival records or historical documentation

Where retention is required by law, we may keep the data for the legally required period.

6. Is providing your data mandatory?

The personal data requested in the registration form is necessary to process your registration and manage your attendance. If you do not provide the required data, we may not be able to register you for the event.

7. Your rights

Under the GDPR, you may have the right to:

• request access to your personal data
• request rectification of inaccurate data
• request erasure of your data
• request restriction of processing
• object to processing based on legitimate interests
• object at any time to direct marketing
• withdraw your consent at any time, where processing is based on consent
• request data portability, where applicable
• lodge a complaint with a competent supervisory authority

To exercise your rights, please contact us at: info@eha.digital.

8. Photography and filming at the event

Please note that photographs and video recordings may be taken during the event for documentation and communication purposes. We will seek to do this in a proportionate way and to focus on the event as a whole. If you do not wish to appear in close-up images or would like to object to a particular use, you may speak to event staff on site.

9. Updates to this notice

We may update this privacy notice from time to time. The version made available on the registration form at the time of registration will apply to your registration unless a legal or operational change requires otherwise.